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APSense documentation

Conceptual overview

APSense is a cross-platform expense management application designed to automate the lifecycle of business spending. It eliminates manual data entry by combining high-accuracy AI scanning, smart mileage tracking, and automated email ingestion into a single experience available on mobile, web, and desktop.

What APSense does

APSense transforms the way you handle business costs. Instead of collecting paper receipts and manually filling out spreadsheets, you use the app to capture spending as it happens. The system then organizes these items into professional, submission-ready reports for your accounting department or clients.

Core capabilities

  • Intelligent capture: Uses Cortexa AI to read physical receipts and extract vendor names, dates, and totals with high precision.
  • Automated mileage: Records business trips via GPS with advanced filtering to ensure your logs are accurate and audit-ready.
  • Email integration: Converts forwarded digital receipts into expenses automatically via a dedicated inbox.
  • Professional reporting: Generates branded PDF and CSV reports that include itemized breakdowns and receipt images.
  • Streamlined approvals: Allows managers to approve or reject reports directly from their email without needing an APSense account.

Key concepts and mental model

To get the most out of APSense, it helps to understand how the system organizes your data.

Workspaces

Workspaces are the highest level of organization. They act as isolated environments for different parts of your professional life. You might have one workspace for your primary employer, another for a side business, and a third for personal tracking. Data never leaks between workspaces, ensuring your records stay clean.

Expenses

An expense is a single record of a transaction. It can be a scanned receipt, a manual entry, or a mileage log. Every expense contains metadata like the vendor, category, payment method, and tax status.

Reports

Reports are collections of expenses grouped together for a specific purpose, such as a monthly reimbursement request or a project-specific billing cycle. You can set a “Default Report” within a workspace so that every new expense you capture is automatically assigned to it, saving you the step of manual organization.

Adaptive learning

APSense gets smarter the more you use it. If the AI misidentifies a vendor or category and you manually correct it, the system remembers that preference. The next time you visit that vendor, APSense automatically applies your preferred settings.

How APSense fits into your workflow

APSense is designed to be “local-first,” meaning the interface remains fast and responsive even if you have a poor internet connection.

  1. Capture on the go: When you finish a business meal or fill up your tank, you snap a photo or start a GPS trip. The app processes the data immediately on your device.
  2. Forward digital receipts: For airline tickets or online purchases, you forward the confirmation email to expenses@apsense.app. The system parses the email and adds the expense to your account in the background.
  3. Review and bundle: Periodically, you open the app to review your unassigned expenses and bundle them into a report.
  4. Submit and track: You submit the report by entering an approver’s email. You can then track the status of your report as it moves from “Submitted” to “Approved” and finally “Reimbursed.”

Support and feedback

If you need assistance or have questions about using APSense, you can reach out through the following channels: